Procurement Shared Service Center

The Procurement Shared Service Center meets the procurement needs of

  • Administration & Planning
  • Board of Trustees
  • College of Law
  • Government Affairs
  • John Glenn College of Public Affairs
  • Office of Academic Affairs
  • Office of Business & Finance
  • Office of Human Resources
  • Office of Legal Affairs
  • Office of the President
  • Office of Student Life
  • University Advancement

Which procurement process should I use?

The procurement process consists of four major processes.  The procurement decision tree can help you determine which process to follow.

  • Payments, Voucher Approvals, and Match Exceptions – process for issuing payments for payments, approving purchase order vouchers, and resolving match exceptions on purchase orders.
  • PCard – process for making purchases on one of three types of University issued credit cards.
  • Purchase Orders, Requisitions, and eStores Orders – process for issuing a Purchase Order or Material Stock Request (MSR through Stores Warehouse).
  • Travel –  Process for requesting travel approval, prepayment of travel expenses, and post trip reimbursement of travel expenses.

The eRequest System is the primary mechanism for requesting payments, pcard purchases, purchase orders, Requisitions, and eStores Orders.  The eTravel system should be used for documenting most travel related expenses including PCard purchases in relation to travel expenses.

How to use the eRequest System

For assistance in using the eRequest system, please refer to the university’s eRequest Assist Pages.

All active employees have basic access to the eRequest system to enter requests under their home department.  Additional access can be requested through your department’s SFO or designee.

When entering an eRequest use the correct Purchasing/Payment Option:

If you need to purchase something

  • Standard Purchasing Request – method for creating a Purchase order, eStores order, requisition to procure goods or services from vendors.  If you are not sure of the preferred method this should be the default method
  • PCard Preferred – method for requesting purchases on a University credit card.
  • Internal Order – use this option when purchasing goods or services from another departement within the University.
  • Blanket Order Release – only use this option when ordering goods or services against an already established Blanket Order

If you need to pay someone

(NOTE:  If you need to pay for goods or services from an invoice, you should select the Standard Purchaisng Request or PCard Preferred):

  • Reimbursement to Employee – This option is generally used when an employee needs to purchase items (outside of travel) on behalf of the University.  This option should be a last resort as in generally costs more (sales tax) and is a burden on the employee.
  • Payment – use this option to pay a vendor or person where a Purchase Order is not required and the payment can be made on a convenience order.
  • Refund – Generally used to refund money paid to the University to a customer for a variety of reasons
  • Reimbursement to Non-Employee – used to reimburse a non-employee for expenses (non-travel) for the purchase of goods on behalf of the university.  This option should be used on rare occasions.

What are the priority statuses? 

There are three different priority statuses for eRequest orders, Routine, Critical, and Emergency.  The priority status defaults to routine for all orders.  If an order is determined to be a critical or an emergency the priority can be changed by either the level 1 or level 2 approvers.  If the status is changed by an approver, all members of the Service Center team are notified via email once the final approver approves the request.

Critical and Emergency should only be used when absolutely necessary.  These two priorities are defined as:

  • Emergency – orders of goods or services needed extremely urgently and without these goods or services the safety of the campus community could be threatened.
  • Critical – orders of goods or services needed urgently but they do not threaten the safety of the campus community

Latest webinar

Displaying 1 - 1 of 2
| December 21, 2017

Here is the slide presentation from the Carmen Connect call on 12-21-2017:

To access the audio for the call:

Dial: 1-888-203-1112 Password: 403765459# (This replay will be available until January 20, 2018 @ 10:40 AM)